How to configure Alerts & Notifications

Learn how to configure or set up your alerts & notifications to optimize who receives which alerts and when.

Alerts & Notifications

Sospes allows you to create alerts for specific situations and reports that will notify certain individuals based on their assigned roles in the system making it easier than ever to stay informed.

Viewing Alerts & Notifications

  • To view alerts and notifications, click Admin at the top of the page.
  • Along the left-hand side of the page, click Alerts & Notifications
  • A new page will appear Select Alert Below with a list of alerts. Alerts that are enabled will show a green checkmark circle to the right. Alerts that are not enabled will show an empty circle to the right.

Selecting Alerts

  • To select an alert so that you can configure the details of that specific alert, click the name of the alert so that it is highlighted in dark blue.
  • To the right of the alert list, you will see the alert heading. For example, if you selected “Incident Submitted,” you will see the heading “Incident Submitted” at the top of the page to the right.
  • A brief description of the alert functions will be below the alert heading.

Alert Details

Enabling/Disabling Alerts

You can enable or disable alerts in this section, as well as determine if a specific alert can be received through text messages.

  • To enable this alert, next to Enable this Alert, click the checkbox until a green checkmark appears.
  • To disable the alert, click the checkbox next to Enable this Alert until the green checkmark disappears.
  • To enable the option of receiving these alerts through text messages, next to Enable Alert through Text, click the checkbox to the right until a green checkmark appears. Employees now have the option of receiving text alerts by adjusting the settings on their accounts.
  • To disable the alerts through text, click the checkbox next to Enable Alert through Texx until the checkmark disappears.
  • After making desired changes, click Save at the bottom of the page.
  • You can also return to default settings of alert details by clicking Restore Defaults.

Selecting Who Receives Alerts

In this next section in the alert details, you can determine who will receive this specific alert. This is based on who has been assigned specific “roles” in Sospes. For more information on User Roles and their access in Sospes, please click here.

For every alert, you can determine who receives the alerts for the following roles:

  • Inspector
  • Inspection Approver
  • Supervisor
  • HR
  • Management
  • Safety Professional

For each alert, the following options are available by role: 

  • Never
    • Alert is never sent to anyone with that specific role.
  • Same Facility
    • Alert is sent to that specific role, but only those at the same facility for that specific alert.
  • Same Establishment
    • Alert is sent to that specific role, but only those at the same establishment for that specific alert.
  • All Company
    • Alert is sent to that specific role throughout the entire company.

Alerts to Direct Supervisor

You can also choose to have any alert go to the direct supervisor of the person associated with the alert:

  • Click the checkbox next to Direct Supervisor until a green checkmark appears.
  • To deselect this option, click the checkbox again until the green checkmark disappears.
  • After making desired changes, click Save at the bottom of the page.
  • You can also return to default settings of alert details by clicking Restore Defaults.

Alerts to Responsible Parties

The following alerts can also be selected to go to Responsible Parties that are associated with a specific asset, facility, and/or location:

  • Emergency Alerts
  • Hospitalization Alerts
  • Drugs/Alcohol Alerts
  • High Severity Alerts
  • Hazardous Material Alerts
  • Inspection Fail
  • Substandard Condition
  • Incident Submitted
  • Observation Submitted
  • Close Call Submitted
  • Report Summary
  • Motor Vehicle Alerts

To select alerts to go to Responsible Parties:

  • Click the checkbox next to Responsible Parties until a green checkmark appears.
  • To deselect this option, click the checkbox again until the green checkmark disappears.
  • After making desired changes, click Save at the bottom of the page.
  • You can also return to default settings of alert details by clicking Restore Defaults.

Alerts to Self-Confirmation

There are select alerts that can be configured to automatically send you a self-confirmation when a specific action occurs. This option is available for the following alerts:

  • Incident Submitted
  • Observation Submitted
  • Close Call Submitted
  • Report Summary

To activate the option to receive a self-confirmation email when any of the above actions occur:

  • Click the alert name from the list of alerts so that it is highlighted dark blue and you will see the details of this alert to the right.
  • Next to Self Confirmation, click the checkbox until a green checkmark appears.
  • To deselect this option, click the green checkmark until it disappears.
  • After making desired changes, click Save at the bottom of the page.
  • You can also return to default settings of alert details by clicking Restore Defaults.

Send to All Employees

One alert can be configured to automatically be sent to all employees in the system when a specific action occurs. This option is available only for the Report Summary alert.

To active the option to have all employees alerted when a report summary is generated:

  • Click Report Summary from the list of alerts so that it is highlighted dark blue and you will see the details of this alert to the right.
  • Next to Send All Employees, click the checkbox until a green checkmark appears.
  • To deselect this option, click the green checkmark until it disappears.
  • After making desired changes, click Save at the bottom of the page.
  • You can also return to default settings of alert details by clicking Restore Defaults.

Custom Alerts

For every alert, there is the option of adding custom email addresses to receive that specific alert. For example, for Workers’ Comp Alerts, you could add the third party's email address that needs to automatically be notified when an injury is covered by Workers’ Compensation.

Add Custom Email

  • Click the alert name from the list of alerts so that it is highlighted dark blue and you will see the details of this alert to the right.
  • Under Custom, click DESCRIPTION in the textbox below and enter a description of the custom email you would like to have received this alert. For example, “Third Party WC contact.”
  • Click EMAIL ADDRESS and enter the email address that should receive this specific alert.

Note: To remove a custom email address, click “X” next to the email address.

Custom Email Alerts from Facility, Establishment, or All Company

You can also determine if you would like a customized email to receive alerts if they come from a specific facility, establishment, or the entire company.

Facility

  • To have a customized email receive a specific alert from a specific facility within the company, click the circle next to Facility until it appears orange.
  • To the right, click All and a dropdown list will appear. Scroll down the list until you see the name of the facility and then click the name of the facility until it appears in the textbox.
  • Then click
  • Under Custom you will see the custom email address and from where it receives alerts. For example, “someone@gmail.com receives alerts from headquarters facility.”
  • To remove the customized email address, click the “X” to the right of the custom email details.
  • To save changes to alert details, click Save at the bottom of the screen.
  • You can also return to default settings of alert details by clicking Restore Defaults.

Establishment

  • To have a customized email receive a specific alert from a specific establishment within the company, click the circle next to Establishment until it appears orange.
  • To the right, click All and a dropdown list will appear. Scroll down the list until you see the name of the establishment and then click the name of the establishment until it appears in the textbox.
  • Then click
  • Under Custom you will see the custom email address and from where it receives alerts. For example, “someone@gmail.com receives alerts from main office establishment.”
  • To remove the customized email address, click the “X” to the right of the custom email details.
  • To save changes to alert details, click Save at the bottom of the screen.
  • You can also return to default settings of alert details by clicking Restore Defaults.

All Company

  • To have a customized email receive a specific alert from the entire company, click the circle next to All Company until it appears orange.
  • Then click
  • Under Custom you will see the custom email address and from where it receives alerts. For example, “someone@gmail.com receives alerts from All.”
  • To remove the customized email address, click the “X” to the right of the custom email details.
  • To save changes to alert details, click Save at the bottom of the screen.
  • You can also return to default settings of alert details by clicking Restore Defaults.

NOTE: You can add multiple custom emails to an alert by repeating the previous steps.